PERSONAL DATA PROTECTION
This section establishes the personal data processing conditions valid for all customers (exhibitors, co-exhibitors, organizers, co-organizers, lessees, suppliers etc.), visitors or representatives thereof as well as to the general public visiting the Romexpo Exhibition Centre irrespective of their capacity.
ROMEXPO S.A. understands the importance of your personal data and commits to protect its privacy and security. Therefore it is important for us to provide you with information about the processing of your personal data in a legal manner within the framework of these General, Technical and Participation Terms.
ROMEXPO S.A. processes personal data under proper technical and organizational security conditions, in compliance with the legislation in force.
ROMEXPO S.A. processes personal data received directly from the envisaged persons (including through ROMEXPO S.A.’s websites) or indirectly during the process of its commercial/ contractual relations and/or during their participation at the fairs/events organized at the Romexpo Exhibition Centre irrespective of their capacity.
Personal data is collected either exclusively with the agreement/approval of the envisaged person if provided knowingly at their own initiative or at the request of ROMEXPO S.A. for instance in contractual documents, in the application forms, in one of the on-line forms used, respectively the online contact form, the online services order form etc., by subscribing to newsletters, participating at tombola and contests, filling-in data in the account registration form one of the ROMEXPO S.A. websites and so on. The use of all ROMEXPO S.A. websites is subject to these provisions and to the Terms and Conditions mentioned on the respective websites.
If you do not agree to any of the terms of these provisions about the protection of personal data, do not use any of the ROMEXPO S.A. websites or do not provide your personal data to us. It is possible for certain services to be conditioned by the provision of your personal data.
For the purpose of achieving our object of activity and carrying out our current activity, including the process of our contractual activity and also for the purpose of applying the legal provisions, including on the protection of individuals with regard to the processing of personal data and on the free movement of such data (domestic law and European law – EU), ROMEXPO S.A. has the obligation to manage all personal data provided to them under conditions of safety and only for the specified purpose.
ROMEXPO S.A. shall only process personal data to the extent to which this is necessary for the fulfilment of the objective mentioned below, in compliance with the legal measures on data security and confidentiality.
Personal data processing refers to any operation or set of operations performed on personal data by automatic or non-automatic means, such as: collection, registration, organization, structuring, storage, adaptation or change, extraction, consultation, use, disclosure by transmission, dissemination or provision through any other means, alignment or combination, restriction, blockage, deletion, destruction, archiving.
No personal data is necessary for access to the ROMEXPO S.A. websites.
Within the context of ROMEXPO S.A.’s current activity, including the development of its commercial/contractual activity, participation at fairs, exhibitions and/or other specialized events organized on the premises of the ROMEXPO S.A. Exhibition Centre which implies the purchase of ROMEXPO S.A. services provided on the website, the purchase of on-line tickets or subscription to ROMEXPO S.A.’s newsletters as well as within the context of the fulfilment of its legal obligations, ROMEXPO S.A. may ask for certain personal data.
In view of the above, amongst others ROMEXPO shall process the following personal data: first and last name, signature, information from the driver’s licence/registration certificate (in certain cases), telephone/fax, domicile/residence address, e-mail, profession, job, position, banking details, habits/preferences/behaviour, image, voice, data processed through the video surveillance systems, IP address, credit card data (card no., card expiry date, CVV2/CVC2 codes), IBAN code, personal digital code (CNP), series and number of the identity document/ passport.
The envisaged persons whose data may be processed by Romexpo S.A. exclusively for the purposes mentioned below are:
– individual customers of ROMEXPO S.A. (current, former or potential), visitors, general public, legal or conventional representatives/proxies thereof;
– representatives/proxies/business contact persons of business/contractual partners, exhibitors, co-exhibitors, organizers, co-organizers, suppliers, service providers, lessees etc. (current, former or potential) and of the public institutions / authorities;
The envisaged persons must provide complete, updated and accurate data.
In order for us to be able to provide to you certain services which are specific to the activity of ROMEXPO SA (for instance, without limitation: registration for Fair X and space rental), ROMEXPO S.A. shall ask for the personal data needed for the provision of those services, and the refusal to provide such data may make it impossible for ROMEXPO to provide the services in question.
Whenever you purchase a service provided by ROMEXPO S.A. and you participate at the fairs/events/exhibitions organized by ROMEXPO we shall collect your personal data which are related to the provision of those services. Moreover, we shall collect your personal data (image, video surveillance processed data etc.) as a visitor of the Romexpo Exhibition Centre in order to fulfil our legal obligations and carry out our current activity (legitimate interest).
By reading these provisions and/or signing any document in which they are providing their personal data to ROMEXPO S.A. or by providing such personal data for the purpose of accessing the services of ROMEXPO S.A. or purchasing tickets at the events organized on the premises of the Romexpo Exhibition Centre, the envisaged persons are informed and/or express their explicit agreement (give their consent) on the processing of personal data in accordance with the legal provisions on the protection of individuals with regard to the processing of personal data and on the free movement of such data (domestic law and community law – the EU).
If data processing is no longer necessary for the provision of a service or the fulfilment of a legal obligation, nor is it justified by a legitimate interest of ROMEXPO S.A., the envisaged persons may oppose such processing or withdraw their prior consent; such opposition shall produce effects in the future. For instance, the envisaged persons may withdraw their consent to have their data processed for direct marketing purposes anytime and without the indication of any reason. After the consent withdrawal request is processed, the envisaged person shall no longer receive any commercial information related to the events/fairs/services organised/provided by Romexpo S.A.
The purpose of collecting personal data is:
– organising fairs, exhibitions, shows and other specialized events;
– processing the ROMEXPO S.A.’s commercial/contractual activity;
– invoicing and collection of services fees provided by ROMEXPO S.A.;
– marketing, promotion, advertisement, publicity, contests, advertising lotteries, including the transmission of general or personalized commercial offers; development and improvement of services;
– operational management;
– customer relations management: commercial communication with customers/suppliers via any means of communication;
– fulfilment of any incidental legal obligations;
– communication with public or public interest bodies/authorities/institutions;
– audit and control/oversight activities;
– archiving, statistical purposes;
– collection of debits/recovery of outstanding debits;
– settlement of disputes and litigations, enforcement of court orders, arbitration decisions, judge orders etc.
Romexpo S.A. shall treat all information collected from you as confidential and shall not share it with any third parties (except for the organizers/co-organizers of certain events organized by/on the premises of the Romexpo Exhibition Centre and/or its business partners, as described below) without your prior explicit consent.
The addressees of such data may be the same persons who provided the personal data, as follows:
– individual customers of ROMEXPO S.A. (current, former or potential), visitors, the general public, their legal or conventional representatives/proxies (for the ongoing commercial/contractual relations);
– exhibitors, co-exhibitors, organizers, co-organizers, lessees, suppliers, service providers and other legal entities-business/contractual partners of ROMEXPO S.A., public authorities/ institutions;
The addressees (other than the envisaged persons) of such data may be:
– central and local public authorities, courts of law, police departments, prosecutors (within the limits of the legal provisions and/or following certain explicit requests), banking companies, enforcement officers, insurance and reinsurance companies, market research organizations (statistical purpose) etc.
Personal data processing for promotional purposes (marketing)
The personal data provided by the envisaged persons (like for instance: first and last name, e-mail address, fax no., mobile/telephone) may be processed by ROMEXPO S.A. in compliance with their rights, especially the right of information and opposition, for the following purposes: marketing (including direct marketing), contests, promotional lotteries, commercial communications related to the services of ROMEXPO S.A., including the ones developed together with a partner thereof through any means of communication, including the electronic communications services. The personal data provided by the envisaged persons may be used for promotional purposes (marketing) and for the products or services of other partners of ROMEXPO S.A. in compliance with the rights of such persons.
If ROMEXPO S.A. intends to use such data for direct marketing purposes (after the envisaged persons have opted for it), the envisaged persons shall be informed in advance. The envisaged persons may exercise their right to prevent such processing by ticking the proper cases in the forms/documents used for personal data collection.
Regardless of the situation, if you wish for ROMEXPO to stop processing your personal data, you may ask explicitly for the termination of any data processing from our side. Moreover, when you wish to stop receiving newsletters or informational materials from ROMEXPO, you may unsubscribe by using the “Unsubscribe” or “Dezabonare” button.
The processing of personal data with general identification function
Personal data with general identification function (personal digital code – CNP, series and number of identity document/passport and so on.) shall be processed exclusively when it is necessary to establish the identity of the envisaged persons and such processing is explicitly stipulated in a legal text.
Personal data processing through video surveillance systems
Through the video surveillance system ROMEXPO S.A. processes personal data such as images and other information which allows for the identification of the envisaged persons.
The images that concern identified or identifiable persons which are processed through video surveillance means constitute personal data:
Even if they are not associated with the identification data of the person or
Even if they do not contain the image of the filmed person, but other information which could lead to their identification (e.g. licence plate number)
The purpose of personal data processing is: to monitor/ensure the security of people, private locations and/or goods, to prevent and fight against crimes, to fulfil legal obligations and to respond to legitimate interests.
The registered information is destined to be used by ROMEXPO S.A. and may only be communicated to the following addresses: the envisaged person, the representatives/proxies of the envisaged person, the authorized representatives of ROMEXPO S.A., the criminal investigation/pursuit bodies, the courts of law in accordance with the provisions of the domestic and community law which apply to the activity carried out by ROMEXPO S.A.
The data obtained through the video surveillance system are stored for 30 days, except for situations which are explicitly regulated by law or for strongly justified cases. Upon the expiry of this deadline, the records are destroyed or erased.
In their relation with Romexpo S.A. the envisaged persons benefit from the following rights, in accordance with the applicable legal provisions: right of access, right of rectification, right of deletion, right to limit processing, right to data portability, right to opposition and automatized individual process.
The duration of personal data processing
For the achievement of the above mentioned purpose, ROMEXPO S.A. shall process personal data throughout the entire duration of fulfilling its activities, until the envisaged person or their legal representative expresses their right of opposition/deletion (except for the case when ROMEXPO S.A. processes such data on the basis of some legal obligation or justifies some legitimate interest). Following the completion of the personal data processing operations for the purpose for which they were collected, if the envisaged person or their legal representative does not express their right of opposition/deletion in accordance with the law such data shall be archived by ROMEXPO S.A. for such timeframe as mentioned in the internal procedures of ROMEXPO S.A. and/or shall be destroyed.
To avoid the unauthorized use of personal data as well as other possible abuses, we use security methods and technologies together with adequate working policies and procedure aimed to protect all collected personal data.
One may never guarantee the full security of the data sent via the Internet. While ROMEXPO S.A. is making all diligences to protect all personal data, it cannot offer any absolute guarantee with regard to the security of the data sent to the ROMEXPO S.A. websites. Any data transmission shall be done at the risk of the envisaged persons. Once such personal data is received, ROMEXPO S.A. uses strict safety procedures and measures against unauthorized and illegal use, against destruction, accidental loss or disclosure of personal data.
No data security program is infallible
In the case of card payments (e.g. purchasing of online tickets) the transaction is done through the online payment solutions offered by authorized third parties that have a contractual relation with ROMEXPO S.A. In order to eliminate the risk for unauthorized parties to take possession of such personal data and use it abusively/illegally, these authorized third parties guarantee the lawfulness and security of such personal data (card number, date of expiry etc.) and of the informational systems used.
Data transfers outside the EU and the European Economic Area may only be done in accordance with the specific domestic and EU regulations on the protection of individuals with regard to the processing of personal data and on the free movement of such data. By reading this document, the envisaged persons have been informed about the rights they benefit from, in accordance with the legal provisions in force, i.e.: the right of access, the right to rectification, the right to deletion of data, the right to limit processing, the right to data portability, the right of opposition and the automatized individual process. Moreover, when data processing is done with the person’s consent, the envisaged persons have the right to withdraw such consent at any given moment through a written request addressed to ROMEXPO S.A. in accordance with the applicable legislation, without affecting the lawfulness of the processing done based on such consent prior to its withdrawal.
Moreover, the envisaged persons have the right to oppose to the processing of their personal data for direct marketing purposes at any given moment, free of charge and without any justification needed, by using, if applicable, the unsubscribing function included in the marketing materials.
For all the other purposes, at any given moment and free of charge the envisaged persons have the right to object to their personal data provided to ROMEXPO S.A. being the object of any processing mentioning the data and the intended purpose, only for well-founded, legitimate reasons linked to their particular situation, except for the cases when ROMEXPO S.A. proves that it has legitimate, imperious reasons which justify such processing and which prevail over the interests, rights and freedoms of the envisaged person or that the purpose is that of confirming, exercising or defending a right in court. In case of unjustified opposition, ROMEXPO S.A. is entitled to keep processing the respective data.
By reading this document the envisaged persons acknowledge and understand the fact that the personal data they provide to ROMEXPO S.A. are decisive elements for accessing the services offered by ROMEXPO S.A. and/or in the course of their commercial/contractual activity.
If the envisaged persons directly or through a representative exercise the above mentioned rights in a manner which is clearly unfounded, unjustified or excessive, especially because of its repetitive character, ROMEXPO S.A. may:
– either perceive a reasonable fee, taking into account the administrative costs incurred with the provision or communication of such information or with taking the requested measures;
– or refuse to take into consideration such request.
Also, if the envisaged persons either directly or through their representative exercise their right of opposition in a manner which is clearly unfounded, unjustified or excessive, especially because of its repetitive character, ROMEXPO S.A. is entitled to deem the Contract signed with its Customer as terminated by right without any other formality or intervention by the courts of law, except for that of prior notification.
For exercising these rights, the envisaged persons may send a dated and signed written request to the Personal Data Expert of ROMEXPO S.A. at the e-mail address: email@example.com or at the following correspondence address: ROMEXPO S.A., Bucuresti, 65-67 Marasti Blvd, district 1, postal code 011465, CP 32-3. The request must be accompanied by a legible copy of the signatory’s identity document.
Also, the envisaged persons have the right to submit a complaint to any supervision authority and to initiate legal proceedings.